Executive Assistant

Company: Heidrick & Struggles
Location: Paris
Posted on: June 24, 2022

Job Description:

Heidrick & Struggles is a premier provider of executive search, leadership assessment and development, organization and team effectiveness, and culture shaping services globally. In our more than 60 year history, we have conducted some of the most high-profile C-suite and board-level searches in the world.

Today, we are working with our clients across 29 countries to help them accelerate their performance and respond with agility to new opportunities and challenges in every industry. We continue to raise the bar in serving our clients as trusted leadership advisors, and we are also providing an expanded range of data-driven, tech-enabled tools and platforms across our executive search and consulting businesses.

Managing top talent isn't just our business. It's our passion, and we are committed to investing in and developing the careers of our own people.

We look for people with experience from a variety of industries and diverse educational backgrounds who are passionate about partnering with innovative and influential organizations and share our commitment to our purpose - to help our clients change the world, one leadership team at a time.

If you're ready to start or grow your career with us, learn more about our available opportunities at our website.

Job Description:

Responsibilities:

The Executive Assistant (EA) provides project and business administration support to the search team in all aspects of the search process including: document preparation and management, scheduling and planning of candidate and client interviews and meetings, accounts receivable and accounts payable, expense reporting, correspondence and file management. An integral part of an EA's role is problem-solving within the search execution and administrative process.

Specific Responsibilities:

* Responsible for the administration of the search process for all team search assignments
* Formatting, editing, proofreading, preparing and transmitting client deliverables
* Maintaining consultant calendar
* Preparing travel itineraries for the consultant, client or candidate in any part of the search process
* Supporting search team with account management and client relationship, including consultant expenses, client invoices/receivables and other financial reports
* Creating and maintaining an efficient file management and follow-up system for all search processes
* Maintaining client and candidate communications through scheduling and prioritizing telephone and email communication
* Verifying degrees of candidates
* Consistently building strong relationships and good rapport with candidates and clients
* Maintaining the accuracy, quality and integrity of all search information in the Heidrick & Struggles database
* Maintaining and developing job-related skills by attending Company learning programs and keeping up-to-date with job/industry-related reading
* Maintaining client, candidate and companywide confidentiality
* Contributing to the team and office by providing reception relief and back-up assistance to other EAs
* May assist with database research and coding of records in collaboration with Associate or Research Associate practice resources

Qualifications:

* High school education required; college degree desired
* At least five years of administrative experience in roles requiring strong project coordination
* Demonstrate a business acumen and financial awareness
* Proficient knowledge of all Microsoft Office products. Minimum keyboarding skills of 60wpm. Experience with proprietary database environments, a plus
* Excellent communication skills-verbal, written and listening
* Experience dealing with people at all levels of an organization, getting and giving often complex and sensitive information in both verbal and written communications
* Professional services experience, a plus

Behavioral Competencies:

External and internal awareness:

* Maintains personal contacts across the internal organization and appropriately shares information.
* Addresses business process issues proactively with other areas, as necessary

Analytical Thinking:

* Develops frameworks to assure that "pros" and "cons" are evaluated, key issues are identified and detailed analysis is synthesized

Creative Thinking:

* Sets a personal example of seeking out new and better ways of doing things
* Stays open to new ideas and approaches
* Generates new ideas

Client orientation:

* Constantly hones understanding and responsiveness to internal and external client requirements, goals and issues
* Self-confidence and determination
* Manages most situations in a calm, steady, "can-do" manner
* Demonstrates self-confidence; resilient
* Demonstrates a focus on results over time; resourceful, tenacious

Relationship building:

* Takes the time to maintain relationships and create new ones

Driving results:

* Manages projects, activities and resources according to search and team strategy effectively
* Sets priorities and reviews progress against goals regularly
* Multitasks effectively and efficiently

Best practice perspective:

* Seeks to adopt best practices to increase effectiveness and organization competitiveness
* Eager to participate in the coaching and mentoring of new employees through formal and informal learning programs and relationships
* Possesses strong personal commitment to quality standards and meeting quality expectations
* Gives constructive feedback and recommends suggestions for improvement, where appropriate

Organizational buy-in:

* Generates enthusiasm for Company strategies and key initiatives
* Energizes others with whom he/she is in regular contact

Personal Characteristics:

* Available to work Monday through Friday during normal office hours
* Demonstrates strong business ethics (honesty, integrity, confidentiality, discretion) in all situations
* Strong team player
* Maintains composure in fast-paced, rapidly changing environment
* Displays appropriate sense of humor in the workplace
* Flexible to work overtime, when needed

Heidrick & Struggles is an equal opportunity employer committed to hiring qualified protected veterans and individuals with disabilities. All qualified applicants will be considered for employment without regard to race, color, religion, creed, age, sex, national origin, gender identity or expression, sexual orientation, disability, marital status, veteran or military status, or citizenship status.

Keywords: Heidrick & Struggles, Allen , Executive Assistant, Other , Paris, Texas